TIME MANAGEMENT SPECIAL EMPHASIS ON STUDENTS. (1)

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TIME MANAGEMENT

• BY AMLAN ROYCHOWDHURY

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• HOW DO WE DEFINE, TIME
• WHAT ARE ITS CHARACTERESTICS

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DEFINATION OF TIME

• MEASURE OF UNITS
• EQUAL OPPURTUNITY--- EVERYONE GETS THE SAME
  AMOUNT EVERYDAY.
• UNUSUAL COMMODITY.
• FEELS LIKE IT PASSES AT VARYING SPEED, (BUT
  ACTUALLY IT DOESNT).

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• NOW WHAT DO WE ACTUALLY KNOW ABOUT TIME
  MANAGEMENT????

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TIME MANAGEMENT
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AN IMPORTANT ASPECT.

• An important aspect of TIME MANAGEMENT is to
  plan ahead.
• The first step in efficient time management is
  to organize the workspace or home.

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DEFINATION OF TIME MANAGEMENT

• Time management is the art of arranging,
  organizing, scheduling, and budgeting ones time f
  or the purpose of generating more effective work
  and productivity.
• Time management is the act or process of
  exercising conscious control over the amount of
  time spent on specific activities, especially to
  increase efficiency or productivity. Time
  management may be aided by a range of skills,
  tools, and techniques used to manage time when
  accomplishing specific tasks, projects and goals.
  This set encompasses a wide scope of activities,
  and these include planning, allocating, setting
  goals, delegation, analysis of time
  spent, monitoring organizing, scheduling, and
  prioritizing.

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• Gives us a chance to decide on how to spend a
  valuable resource.
• Allows us to get the most out of the least.
• Helps us organize and learn how to spend time
  productively.

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YOU NEED TO KNOW THAT.

• LEARNING TIME MANAGEMENT METHODS IS A SKILL NO
  DIFFERENT THAN LEARNING TO SPEAK ANOTHER LANGUAGE
  OR FIGURING OUT HOW TO WORD PROCESS!!
• IF YOU WANT TO GET BETTER AT IT, YOU CAN.

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• ARE YOU ALL A GOOD TIME MANAGER???

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CHARACTERISTICS OF A GOOD TIME MANAGER
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GOOD TIME MANAGERS.

• Plan for the unplanned.
• Follow a schedule that can adapt to changes.
• Get the important things done first.
• They are productive.
• Can do multi tasking.
• Have their short and long term goals in mind.
• May keep a daily,weekly and a monthly schedule.

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B R E A K..
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WHAT ARE THE METHODS OF TIME MANAGEMENT

• Realize that time management is a myth
• No matter how organized we are, there are always
  only 24 hours in a day. Time doesn't change. All
  we can actually manage is ourselves and what we
  do with the time that we have.

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• Each night write on a 3x6 the 6 most important
  tasks you have to do tomorrow.
• Number them in the order of importance.
• First thing in the morning look at the task
  listed as most important and start working on it
  until it is finished. Then tackle item no 2 then
  3 and so on.
• Dont worry if you have completed only 2 or 3
  items on the list.You have completed the most
  important task.
• Each night write a new 3x5 card for next day

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Many of us are prey to time-wasters that steal
time we could be using much more productively.
what are your time-bandits? do you spend too much
time 'net surfing, reading email, or making
personal calls?

• First. Find out where you're wasting time.

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• Tracking Daily Activities explains how to track
  your activities so you can form a accurate
  picture of what you actually do, the first step
  to effective time management.

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TRACKING DAILY ACTIVITIES
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LETS TAKE A QUESTIONAIRE 1
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SCORE INTERPRETATION

• 46-75
• You're managing your time very effectively!
• 31-45
• You're good at some things, but there's room for
  improvement elsewhere. Focus on the serious
  issues, and you'll most likely find that work
  becomes much less stressful.
• 15-30
• Ouch. The good news is that you've got a great
  opportunity to improve your effectiveness at
  work, and your long term success! However, to
  realize this, you've got to fundamentally improve
  your time management skills.

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GOAL SETTING

• (Questions 6, 10, 14, 15)
• To start managing time effectively, you need to
  set goals. When you know where you're going, you
  can then figure out what exactly needs to be
  done, in what order. Without proper goal setting,
  you'll fritter your time away on a confusion of
  conflicting priorities.
• People tend to neglect goal setting because it
  requires time and effort. What they fail to
  consider is that a little time and effort put in
  now saves an enormous amount of time, effort and
  frustration in the future.

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TREASURE MAPPING Visualizing your goal for
greater achievement

• When you want to achieve something really badly,
  have you ever tried closing your eyes and
  imagining yourself "there"? You touch it, feel it
  and see it clearly. You scan every detail in your
  mind's eye.
• This is a powerful and important technique for
  motivating yourself and building the
  self-confidence needed to achieve your goals. Yet
  when you open your eyes, the vivid image start
  fades, and it can take real concentration to
  recreate your visualization each time you want
  some inspiration.
• What if you could keep hold of that vivid image
  and refer to it when ever you need a little
  motivation, or a reminder of what you are working
  towards?
• 
  -----2

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--1

• Its a very simple but effective idea Treasure
  Mapping involves creating a physical
  representation or collage of what you want to
  achieve. It acts as a constant reminder and
  representation of your goals. And so it
  intensifies the effects of visualization, which
  acts on your subconscious mind to motivate and
  encourage you towards achieving those goals

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PRIORITIZATION

• (Questions 1, 4, 8, 9, 13, 14, 15)
• Prioritizing what needs to be done is especially
  important. Without it, you may work very hard,
  but you won't be achieving the results you desire
  because what you are working on is not of
  strategic importance.
• Most people have a "to-do" list of some sort. The
  problem with many of these lists is they are just
  a collection of things that need to get done.
  There is no rhyme or reason to the list and,
  because of this, the work they do is just as
  unstructured. So how do you work on To Do List
  tasks top down, bottom up, easiest to hardest?
• To work efficiently you need to work on the most
  important, highest value tasks. This way you
  won't get caught scrambling to get something
  critical done as the deadline approaches

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ACTION PRIORITY MATRIX OR THE URGENT/IMPORTANT
MATRIX

• Using time effectively, not just efficiently
• Important activities have an outcome that leads
  to the achievement of your goals.
• Urgent activities demand immediate attention, and
  are often associated with the achievement of
  someone else's goals.
• Urgent activities are often the ones we
  concentrate on. These are the "squeaky wheels
  that get the grease." They demand attention
  because the consequences of not dealing with them
  are immediate.
• The Urgent/Important Matrix is a useful tool for
  thinking about this.
  
• 
  --2

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HOW TO USE THE MATRIX

• The first step is to list all the activities and
  projects you feel you have to do. Try to include
  everything that takes up your time at work,
  however unimportant. Next, assign importance to
  each of the activities you can do this on, say,
  a scale of 1 to 5 remember, this is a measure of
  how important the activity is in helping you meet
  your goals and objectives. Try not to worry about
  urgency at this stage, as this helps get to the
  true importance.
• Once you have assigned importance to each
  activity, evaluate the urgency of each activity.
  As you do this, you can plot the listed items on
  the matrix according to the assigned importance
  and urgency.
• Now study the matrix using the strategies
  described below to schedule your priorities

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Strategies for Different Quadrants of the Matrix

• Urgent and ImportantThere are two distinct types
  of urgent and important activities Ones that you
  could not foresee, and others that you have left
  to the last minute.
• You can avoid the latter by planning ahead and
  avoiding procrastination.
• Issues and crises, on the other hand, cannot
  always be foreseen or avoided. Here, the best
  approach is to leave some time in your schedule
  to handle unexpected issues and unplanned
  important activities. And if a major crisis
  arises, some other activity may have to be
  rescheduled.
• If this happens, identify which of you
  urgent-important activities could have been
  foreseen and think about how you could schedule
  similar activities ahead of time, so they do not
  become urgent
• 
  --2

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Strategies for Different Quadrants of the Matrix
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• Urgent and Not ImportantUrgent but not important
  activities are things that stop you achieving
  your goals, and prevent you from completing your
  work. Ask yourself whether these tasks can be
  rescheduled, or whether someone else could do
  them.
• A common source of such interruptions is from
  other people in your office. Sometimes it's
  appropriate to say "No" to people, or encourage
  them to solve the problem themselves.
  Alternatively, try allocating time when you are
  available so that people only interrupt you at
  certain times (a good way of doing this is to
  schedule a regular meeting so that all issues can
  be dealt with at the same time.) By doing this,
  you'll be able to concentrate on your important
  activities for longer periods of time.
• 
  --3

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Strategies for Different Quadrants of the Matrix
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• Not Urgent, but ImportantThese are the
  activities that help you achieve your personal
  and professional goals, and complete important
  work. Make sure that you have plenty of time to
  do these things properly, so that they do not
  become urgent. And remember to leave enough time
  in your schedule to deal with unforeseen
  problems. This will maximize your chances of
  keeping on schedule, and help you avoid the
  stress of work becoming more urgent that
  necessary.
• 
  4

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Strategies for Different Quadrants of the Matrix
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• Not Urgent and Not ImportantThese activities are
  just a distraction, and should be avoided if
  possible. Some can simply be ignored. Others are
  activities that other people may want you to do,
  but they do not contribute to your own desired
  outcomes. Again, say "No" politely and firmly if
  you can.
• If people see you are clear about your objectives
  and boundaries, they will often not ask you to do
  "not important" activities in the future.

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MANAGING INTERRUPTIONS

• (Questions 5, 9, 11, 12)
• Having a plan and knowing how to prioritize it is
  one thing. The next issue is knowing what to do
  to minimize the interruptions you face during
  your day. It is widely recognized that managers
  get very little uninterrupted time to work on
  their priority tasks. There are phone calls,
  information requests, questions from employees,
  and a whole host of events that crop up
  unexpectedly. Some do need to be dealt with
  immediately, but others need to be managed.

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HOWEVER.VERY IMPORTANT

• However, some jobs need you to be available for
  people when they need help interruption is a
  natural and necessary part of life. Here, do what
  you sensibly can to minimize it, but make sure
  you don't scare people away from interrupting you
  when they should.

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LETS TAKE A QUESTIONAIRE 2
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SCORE INTERPRETATION

• 46-75
• Good news! You're not a systematic
  procrastinator! If you do, however, occasionally
  catch yourself procrastinating over something,
  follow the link below for tips on dealing with
  this.
• 31-45
• You're a mild procrastinator. You need to
  understand better why you procrastinate - there
  are several reasons, for it, and more than one
  may apply to you. And you need to learn the steps
  you can take to stop doing it. Click the link
  below for more information.
• 15-30
• You're a procrastinator, and it's not something
  to be proud of. It means that you miss deadlines
  and waste a lot of time. As a result, your boss
  is not getting from you what you're capable of
  delivering, and he or she is probably very
  frustrated with this. Follow the link below to to
  find out why you're doing this, and how you can
  stop it.

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PROCRASTINATION

• What is Procrastination?
• In a nutshell, you procrastinate when you put off
  things that you should be focusing on right now,
  usually in favor of doing something that is more
  enjoyable or that youre more comfortable doing.
• According to psychologist Professor Clarry Lay, a
  prominent writer on procrastination,
  procrastination occurs when theres a temporal
  gap between intended behavior and enacted
  behavior. That is, procrastination is occurring
  when theres a significant time period between
  when people intend to do a job, and when they
  actually do it.
  --2

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PROCRASTINATION

• (Questions 2, 10, 12)
• "I'll get to it later" has led to the downfall of
  many a good employee. After too many "laters" the
  work piles up so high that any task seems
  insurmountable. Procrastination is as tempting as
  it is deadly. The best way to beat it is to
  recognize that you do indeed procrastinate. Then
  you need to figure out why. Perhaps you are
  afraid of failing? (And some people are actually
  afraid of success!)
• Once you know why you procrastinate then you can
  plan to get out of the habit. Reward yourself for
  getting jobs done, and remind yourself regularly
  of the horrible consequences of not doing those
  boring tasks

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HOW TO OVERCOME PROCRASTINATION

• Step 1 Recognize That You're Procrastinating
• Here are some useful indicators that will help
  you know when youre procrastinating
• Filling your day with low priority tasks from
  your To Do List.
• Reading e-mails several times without starting
  work on them or deciding what youre going to do
  with them.
• Sitting down to start a high-priority task, and
  almost immediately going off to make a cup of
  coffee.
• Leaving an item on your To Do list for a long
  time, even though you know it's important.
• Regularly saying "Yes" to unimportant tasks that
  others ask you to do, and filling your time with
  these instead of getting on with the important
  tasks already on your list.
• Waiting for the right mood or the right time
  to tackle the important task at hand.

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• Step 2 Work Out WHY You're Procrastinating
• Why you procrastinate can depend on both you and
  the task. But it's important to understand which
  of the two is relevant in a given situation, so
  that you can select the best approach for
  overcoming your reluctance to get going.
• One reason for procrastination is that people
  find a particular job unpleasant, and try to
  avoid it because of that. Most jobs have
  unpleasant or boring aspects to them, and often
  the best way of dealing with these is to get them
  over and done with quickly, so that you can focus
  on the more enjoyable aspects of the job.

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Surprisingly, perfectionists are often
procrastinators, as they can tend to think "I
don't have the right skills or resources to do
this perfectly now, so I won't do it at all."
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-3

• Step 3 Adopt Anti-Procrastination Strategies
• Procrastination is a habit a deeply ingrained
  pattern of behavior. That means that you wont
  just break it overnight.
• Habits only stop being habits when you have
  persistently stopped practicing them, so use as
  many approaches as possible to maximize your
  chances of beating procrastination. Some tips
  will work better for some people than for others,
  and for some tasks than others. And, sometimes,
  you may simply need to try a fresh approach to
  beat the procrastination peril!

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SCHEDULING

• (Questions 3, 7, 12)
• Much of time management comes down to effective
  scheduling of your time. When you know what your
  goals and priorities are, you then need to know
  how to go about creating a schedule that keeps
  you on track, and protects you from stress.
• This means understanding the factors that affect
  the time you have available for work. You not
  only have to schedule priority tasks, you have to
  leave room for interruptions, and contingency
  time for those unexpected events that otherwise
  wreak chaos with your schedule. By creating a
  robust schedule that reflects your priorities and
  well as supports your personal goals, you have a
  winning combination One that will allow you to
  control your time and keep your life in balance

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EFFECTIVE SCHEDULING 1

• Scheduling is best done on a regular basis, for
  example at the start of every week or month. Go
  through the following steps in preparing your
  schedule
• Start by identifying the time you want to make
  available for your work. This will depend on the
  design of your job and on your personal goals in
  life.
• Next, block in the actions you absolutely must
  take to do a good job. These will often be the
  things you are assessed against.
• For example, if you manage people, then you must
  make time available for dealing with issues that
  arise, coaching, and supervision. Similarly, you
  must allow time to communicate with your boss and
  key people around you. While people may let you
  get away with 'neglecting them' in the
  short-term, your best time management efforts
  will surely be derailed if you do not set aside
  time for those who are important in your life

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EFFECTIVE SCHEDULING 2

• Review your To Do List, and schedule in the
  high-priority urgent activities, as well as the
  essential maintenance tasks that cannot be
  delegated and cannot be avoided.
• Next, block in appropriate contingency time. You
  will learn how much of this you need by
  experience. Normally, the more unpredictable your
  job, the more contingency time you need. The
  reality of many people's work is of constant
  interruption Studies show some managers getting
  an average of as little as six minutes
  uninterrupted work done at a time.
• Obviously, you cannot tell when interruptions
  will occur. However, by leaving space in your
  schedule, you give yourself the flexibility to
  rearrange your schedule to react effectively to
  issues as they arise.
• What you now have left is your "discretionary
  time" the time available to deliver your
  priorities and achieve your goals.

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THE TO DO LIST

• Now that you all are aware of the type of
  respondent you all are, having now some knowledge
  of the Urgent / Important matrix, and the art of
  scheduling your activities, will it be very
  difficult to make a TO DO LIST ?

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-2 THE TO DO LIST

• As mentioned earlier, now sit with your 3x5 card
  at night and write down the things you need to do
  tomorrow.
• Then label each task as A B or C
• As on your list are those things that are most
  important to you. Incomplete assignments or jobs
  needing completion.
• Bs on your list are important, but are less than
  youre As. Someday the Bs can become As

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--3 THE TO DO LIST

• The Bs are very important but are not very
  urgent ( U / I Matrix )
• Cs do not require immediate attention. These
  tasks are often small and easy jobs.
• Schedule appropriate times for all the As
• TAKE CONTROL OF YOUR TIME AND LIFE

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NOW, THE PROCESS

• PLAN Specify what goals you want to achieve.
  Visualize the end result, break large goals into
  weakly and daily priorities. Be prepared for
  interruptions and handle them calmly.
• ORGANIZE Your activities to achieve your goals,
  use project boards and organize your work space.

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NOW THE PROCESS

• DIRECT Use positive reinforcement to motivate
  yourself.
• EVALUATE Monitor your attitude and behavior.
  Track your accomplishment.

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WHERE IS MY CHOICE TIME ?

• Essentially, your time frame, ie 24 hours minus
  your commitments your choice time.
• Each time frame consists of three types of
  activities
• Whether it's a day, week, month, term or year,
  each time frame can be broken down into three
  parts
• 
  -2

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WHERE IS MY CHOICE TIME

• Scheduled have-to activities. Working hours,
  commuting, classes, meetings, appointments and
  other routine commitments can all be defined or
  at least estimated.
• Unscheduled have-to activities. The time
  available here is defined by whats left after
  youve accounted for your scheduled activities.
  Sleeping, eating, family responsibilities,
  domestic chores and personal care all have to be
  done, but you decide the extent.
• Unscheduled want-to activities. Whatever time
  is available after your scheduled and unscheduled
  obligations have been met. How you use this time
  is entirely up to you.

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SPECIFICALLY FOR STUDENTS

• Get OFF that damn PHONE
• Learn to say NO
• Avoid noise distraction
• Notice and be alert of the fact that how you
  misuse your time. CHANGE YOUR HABBITS.
• Set realistic goals.
• Pay attention to your attention. ARE YOU
  FOCUSSING?

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-2 SPECIFICALLY FOR STUDENTS

• Study the difficult or the boring subject FIRST
• Use waiting time, like waiting for a bus etc.
• Use a regular study area, at home and at your
  institution.
• ASK Am I doing the most important or the urgent
  work first. Get your priorities right.
• If a task is difficult and hard , GET STARTED.
  Half the battle is won.

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-3 SPECIFICALLY FOR STUDENTS

• Schedule time for errands and fun
• Start your projects early rather than waiting
  till the last minute.
• At the end of the day, ASK. Can I do just one
  more thing? This way you increase your
  productivity.
• Allow flexibility in your schedules.
• ALWAYS BE AWARE OF THE TIME THAT YOU ARE WASTING.

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-4 SPECIFICALLY FOR STUDENTS

• Chunking What do we mean by it ?
• It means that you study for a set period of time.
  Pay attention to your focus and concentration.
  When you start to loose the focus on your study
  that is the time to take short micro breaks.
  Breaks are important for relaxation of mind and
  your eyes.

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THE END

• PRESENTATION BY AMLAN ROY CHOWDHURY.